Giving Safe Harbor to Patient Charts
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Retired Physicians | Acquired Physicians and Groups | Deceased Physicians

PATIENT CHART CUSTODIAN SERVICES

Now that you've decided to close your practice, due to acquisition or retirement, what happens to your Patient Charts? If you or a family member is the executor of the estate of a deceased physician, you too would be faced with the responsibility of maintaining, storing and releasing charts to patients and authorized requesters.

Each state has very specific mandates with regard to storing and releasing Patient Charts to the appropriate parties. Patient Chart retention, release and destruction responsibilities could last as little as a few years, but in most cases last 7 to 10 years and up to 20 years in the case of minors! The obligation is yours to ensure that you’re releasing documents to an authorized party and that your delivery method is secure.

Whether its Patient Charts in paper format or charts in an Electronic Medical Records (EMR) System, HarborSafe takes complete ownership of all your files. Starting with communications to your patients, we maintain secure storage and release of Patient Charts, and destroy charts when needed, to ensure the best possible continuing care for your patients. With best-in-class service and in accordance with HIPPA, HITECH and other federal regulatory compliance, you can rest easy knowing that your patients are in good hands with HarborSafe.


SPEAK WITH A CUSTODIAN
HarborSafe

Makes It Easy:

We will store your files, securely release the information in an electronic format to the patient or an approved representative, and securely destroy the physical and electronic files in accordance with applicable guidelines. Give us your files and go enjoy your life.

Easy, quick patient notification
Assistance with packing & transportation
Transfer assistance with existing electronic systems
Reliable future request processing either by secure electronic transfer or US Mail
Long-term protected storage & destruction
Some charts need to be kept for 20 years – we'll give them safe harbor.
Call 833-269-2636 for more information.
Four Steps to
PEACE OF MIND
Step 1 Notify

HarborSafe starts with the most important part of closing a medical practice – notifying patients. We help develop messaging to announce the closing of the practice so you can properly and timely inform patients, the applicable State Medical Board(s) and other key entities. This announcement will address how patients can obtain copies of their charts from HarborSafe.

Step 2 Collect

HarborSafe provides or assists with all the services for preparing files for storage. This includes packing paper charts and transporting them to our storage facility, as well as working with the appropriate IT professionals to export any Patient Charts that are currently stored in electronic format.

Step 3 Store

Safe storage requires that the confidentiality of the records be protected. HarborSafe ensures records are securely and properly maintained for the necessary length of time. For over 20 years, HarborSafe has maintained the confidentiality and protected the most sensitive health, financial and other records for companies both large and small.

Step 4 Release

Requests for Patient Charts from HarborSafe are released upon request from patients or an authorized representative. Following HIPAA release and payment, the records are sent electronically to the requestor through a secure portal that is password protected.

HarborSafe is continually updating and improving its HIPPA and Hi Tech practices to meet our goal of being the best-in-class provider of medical record custodian services in the industry.

"Beginning with Tom Doyle, President of HarborSafe, as the ultimate professional, who is sincere, honest, and reasonable, the entire experience with HarborSafe could not have been better. From the pickup of the Patient Charts, to the scanning of all records, I'm extremely happy with the results and would recommend HarborSafe to anyone looking for scanning, storage, or records management. What a wonderful company!"
- Dr. Marcia Bergtraum, MD
Pediatrics Specialist, New Hyde Park, NY
"One exceptional quality about HarborSafe is the team's attentiveness and ability to handle all aspects of custodian services, including retrieving charts from storage and mailing them to patients without my involvement. Given the courteous support and responsiveness I received from day one, where the HarborSafe staff traveled from New York to Florida to ensure proper packing and shipping of files, I'm confident my patients’ charts are now in the best possible hands with HarborSafe."
- Dr. Philip Rasulo, MD
Endocrinology, Diabetes & Metabolism Specialist, Bradenton, FL
"Beginning with Tom Doyle, President of HarborSafe, as the ultimate professional, who is sincere, honest, and reasonable, the entire experience with HarborSafe could not have been better. From the pickup of the Patient Charts, to the scanning of all records, I'm extremely happy with the results and would recommend HarborSafe to anyone looking for scanning, storage, or records management. What a wonderful company!"
- Dr. Marcia Bergtraum, MD
Pediatrics Specialist, New Hyde Park, NY